66-20251218194850 WCBS.pdf

Request for Proposals Pothole Patcher Truck For Warren County Road Department

The Warren County Board of Supervisors will receive SEALED BIDS until 10:00 a.m. on Friday, January 9, 2026 for purchase of one NEW MODEL POTHOLE PATCHER TRUCK for use by the Warren County Road Department. The Bid File Number is 2025-1215.

The equipment furnished under this Request for Bids shall be NEW and of the latest improved model in current production as offered to commercial trade.

The specification package and instructions for submission of priced technical proposals may be obtained by visiting the website Central Bidding (Central Bidding House) at https://www.centralauctionhouse.com/ or by contacting Victoria Bell, Purchasing Agent by email victoriab@warrencountyms.gov . Proposals may be submitted via electronic or paper delivery means. Paper delivery shall be to the Warren County Purchasing Department, 913 Jackson St, Vicksburg MS 39183. Late or incomplete proposals will not be considered. Modifications will not be considered after the closing date and time. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810-4814 or the Warren County Purchasing Dept., 913 Jackson Street, Vicksburg, MS 39183, 601-638-7428. The following criteria shall be used to evaluate priced technical proposals:

1. Compliance with Request for Proposals/Bids submission requirements;

2. Response to Technical Specifications of Equipment or Services required;

3. Demonstrated experience, ability and resources of the vendor to provide Equipment or

Services required;

4. Warren County’s experience with the bidder or manufacturer, brand or model offered;

5. Warranty, maintenance and support services if applicable;

Companies submitting proposals must be licensed heavy equipment dealers by the Mississippi Department of Revenue. The dealer supplying the equipment shall deliver to Warren County Road Department.

Warren County reserves the right to conduct oral or written discussions of the priced technical proposals. Bidders may designate those portions of the priced technical proposals which contain proprietary data they wish to remain confidential. The item or service provided shall be furnished in accordance with the bidder’s technical proposal and shall meet the requirements of the request for proposals/bids.

The Warren County Board of Supervisors reserves the right to determine responsible bidders, responsive bids, the lowest and best bids, reject any and all bids, waive any informalities in the bids or bidding process and to award to the bidder determined to be most advantageous to the County.

Published pursuant to Board Order dated the 15th day of December 2025.

Warren County Board of Supervisors By: Victoria Bell, Purchasing Agent

Publish: November 19, 2025 November 26, 2025

POTHOLE PATCHER TRUCK – REQUEST FOR BIDS (RFB)

Bid File Number: 2025-1215

Bid Opening: January 9, 2025 at 10:00 A.M.

I. GENERAL

The Warren County Board of Supervisors will receive SEALED BIDS for the PURCHASE OF A NEW MODEL POTHOLE PATCHER TRUCK until 10:00 a.m. on January 9, 2025. This unit will be used in the application of asphalt to roads for pothole repair.

All equipment shall be NEW, current production, and of first-quality materials and workmanship.

Demonstrator, used, shopworn, or discontinued models are unacceptable.

Specifications contained herein establish minimum requirements and are intended to promote maximum competition. It is the responsibility of the bidder to review the entire Invitation to Bid packet and to notify the Warren County Purchasing Department immediately if any of the attached specifications or conditions, in their opinion, unnecessarily restrict bidder competition

Equipment offered for consideration must equal or exceed these specifications. The absence of detailed specifications or the omission of detailed description shall be recognized as meaning only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used. Bidders should note the name of the manufacturer and model number of the equipment they propose to furnish and submit descriptive literature with their bids.

To be considered, any inquiry or protest concerning these specifications must be received in the Warren County Purchasing Department office, in writing, no less than five (5) working days prior to the time and date set for the bid opening. The address is 913 Jackson Street, Vicksburg, MS 39183; the fax number is 601-634-4807.

In the event that addenda or changes to the specifications are issued within two working days prior to the bid opening, the bid date shall be reset giving bidders ample time to consider the addenda and submit a responsive bid.

The equipment furnished under this Request for Bids shall be NEW and of the latest improved model in current production as offered to commercial trade. Demonstrator, Used, Shopworn or Discontinued models are unacceptable.

The following specifications describe the minimum requirements for the equipment. The intent of these specifications is to obtain equipment that will adequately meet the needs of Warren County while promoting maximum competition. These specifications are intended to set a standard and identify minimum requirements. In no case are they issued with the intention to discriminate against any vendor, supplier or manufacturer. The fact that a manufacturer chooses not to produce equipment to meet these minimum specifications will not be sufficient cause to adjudge these specifications as restrictive.

Equipment offered for consideration must equal or exceed these specifications. The absence of detailed specifications or the omission of detailed description shall be recognized as meaning only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used. Bidders should note the name of the manufacturer and model number of the equipment they propose to furnish and submit descriptive literature with their bids.

It is the responsibility of the bidder to review the entire Invitation to Bid packet and to notify the Warren County Purchasing Department immediately if any of the attached specifications or conditions, in their opinion, unnecessarily restrict bidder competition.

To be considered, any inquiry or protest concerning these specifications must be received in the Warren County Purchasing Department office, in writing, no less than five (5) working days prior to the time and date set for the bid opening. The address is 913 Jackson Street, Vicksburg, MS 39183; the fax number is 601-634-4807.

In the event that addenda or changes to the specifications are issued within two working days prior to the bid opening, the bid date shall be reset giving bidders ample time to consider the addenda and submit a responsive bid.

II. QUALIFICATIONS OF RESPONDENTS

Warren County reserves the right to investigate bidder qualifications, ability, and capacity to provide equipment, warranty, and repair services.

III. TRADE-IN

No trade-in is required.

IV. DELIVERY, WARRANTY & REPAIR

Equipment shall be delivered, completely assembled and adjusted including standard and optional equipment required, in ready for use condition, to the Warren County Road Department at 200 County Lane, Vicksburg, MS 39183. Delivery shall be made within specified number of calendar days ARO as stated on the bid form. Purchase Order date shall be the official order date.

Failure to deliver on time may be cause for cancellation of order.

A full description of all warranty terms and conditions must be included in the bid. The warranty shall begin on the date the unit is determined to meet all specifications and is accepted into Warren County's equipment fleet. Warranty of host vehicle (TRUCK) shall be standard manufacturer’s warranty with warranty work to be done at an authorized repair facility. Asphalt Pothole Patcher shall have minimum one year parts and labor with three years structural warranty.

All respondents shall provide information on a factory-authorized repair facility from which technicians shall be dispatched for warranty calls and for parts and maintenance after warranty expiration. Such repair/parts facility shall be within the State of Mississippi and within 75 miles of the Warren County Road Department address shown above.

V. METHOD OF AWARD

Several factors shall be considered when determining the lowest and best bid received. Warren County reserves the right to consider any, all or any combination of these factors in determining the lowest and best bid. Factors to be considered include but are not limited to the following:

1. Total Cost of Equipment, including Purchase Price and Estimated Maintenance Costs;

2. Number of calendar days required for delivery ARO; Purchase Order date shall determine order date; Failure to deliver equipment within specified time shall be grounds for cancellation of order;

3. Warranty terms and conditions;

4. Location of repair facility;

5. The ability and facilities of the vendor to provide the equipment required;

6. Compliance with the RFB minimum requirements;

7. Warren County's prior experience with bidder, equipment brand or model, if any;

8. Any preference laws from bidder’s home state; Mississippi’s preference law is reciprocal, therefore any preference the bidder’s home state would apply against a Mississippi bidder, we shall also apply to give preference to a Mississippi bidder.

VI. CONDITIONS FOR BID SUBMISSION

Pursuant to Section 27-17-3 of the Mississippi Code, Annotated, the Local Business Privilege License Act, persons desiring to do business in this State shall obtain a privilege license from the Mississippi County or Municipality in which their business is located. This applies only to businesses that have a physical location inside the State of Mississippi.

All Mississippi bidders shall provide proof of compliance with Section 27-17-3. A copy of the LPL shall be submitted with and made an official part of the bid. All bidders shall provide the name of their home state or corporate office location.

Each and every specification must be answered, in writing. It is understood that bidders have read, understood and accepted these specifications as written, and by submitting a bid, agree to meet the specifications as written. Bids modifications, alterations or corrections received after the closing time specified shall not be considered.

Warren County is exempt from Mississippi State Sales Tax per Miss. Code 1972 27-65-105.

Bids shall remain valid for minimum of 60 calendar days from bid opening date. Bidders shall use the form(s) attached to submit bids, by entering their pricing offered in the areas provided, and shall include printed equipment literature which will confirm that the equipment offered will meet or exceed these specifications.

To be considered, bids must be signed by an Owner, Corporate Officer or Authorized Manager of the company, and sealed with the bidder's name and address on the outside of the envelope.

Description of item being considered for bid, the bid file number and the time and date of the bid opening shall be shown in the lower-left corner of the envelope.

THIS IS VERY IMPORTANT!!!!!

Bids must be sealed, signed, and clearly marked:

“BID FOR PURCHASE OF POTHOLE PATCHER”

“BID FILE NUMBER 2025-0407”

“BID OPENING 10:00 A.M. ON June 3, 2025”

Bids that are not identified as shown shall be rejected and returned unopened to the bidder.

Warren County assumes no responsibility for bids opened in error if they are incorrectly identified.

Bids shall be mailed or delivered to the Warren County Purchasing Office, Attention: Victoria Bell, 913 Jackson Street, Vicksburg, MS 39183. Deadline for receipt of bids is 10:00 a.m. on Tuesday, June 3, 2025. Bids will be time and date stamped when received in the Purchasing office. Bidders should allow adequate mailing and delivery time as late bids shall not be considered. Warren County assumes no responsibility for bids received late due to commercial or postal carrier error.

VII. BID OPENING

Bids will be opened and read aloud in the Board of Supervisors meeting scheduled for the date specified, shortly after the time and date specified for receipt of bids. All bidders are invited to attend the bid opening meeting to hear/review submitted bids. An award may or may not be made at the bid opening meeting.

The Warren County Board of Supervisors reserves the right to determine responsive bids, the lowest and best bid, to reject any and all bids, and to waive any informalities in the bids or bidding process.

VIII. QUESTIONS

General questions should be directed to:

Victoria Bell, Purchasing Agent 913 Jackson Street, Vicksburg, MS 39183

(601) 638-7428 | vbell@co.warren.ms.us

Questions regarding detail specifications for the equipment should be directed to:

Robert Hudson, Road Shop Manager

(601) 636-1431 | roberth@co.warren.ms.us

IX. DETAIL SPECIFICATIONS

This bid contains specifications for multiple components that will be purchased together from a single vendor. It is the vendor’s responsibility to arrange for the proper combination of components to meet these specifications, whether the primary focus of the bidder is the single axle truck or the pothole patcher assembly.

Equipment offered for consideration must be new and of the latest improved model in current production and shall be of quality workmanship and material. Used, demonstrator or discontinued models are unacceptable. Bidders shall include printed literature and detailed specifications for the equipment offered. The following specifications are considered minimum acceptable.

INSTRUCTIONS TO BIDDERS

1. Sealed bids must be submitted in an envelope clearly marked “BRUSH CHIPPER BID – Do Not

Open”.

2. Include one (1) original and one (1) copy.

3. Prices must include delivery, freight, and setup.

4. All prices must remain firm for 90 days.

5. Delivery will be made to the Warren County Road Department.

6. Bidders must indicate Yes/No on each specification.

See attached detailed technical specifications and compliance sheets.

BID FORM-MARK SPECIFICATIONS (REQUIRED)

POTHOLE PATCHER

TRUCK BID SPECS

These specifications describe a self-contained patch unit, which is permanently mounted to a truck chassis to be used for patching with hot asphalt.

Container:

yes____ no____ Unit capacity 5 cubic yards yes____ no____ Double wall constructed yes____ no____ Minimum 2”- 6 lb. density insulation throughout yes____ no____ Minimum 3/16 GA HR steel interior sides, 10 GA HR steel exterior yes____ no____ Top loading lids have expansion corrugations yes____ no____ Top loading doors are 2”double wall constructed yes____ no____ Single hinged top lids open into a V with inside surface acting as a funnel yes____ no____ All doors hydraulically operate by cylinders yes____ no____ Material funneled to center of container yes____ no____ Hydraulic system shall operate at a minimum of 1500 PSI yes____ no____ Hydraulic controls located at right rear corner of container yes____ no____ Sloping floor shall not be less than 45° from horizontal yes____ no____ Material discharged by Kevlar belt riveted to slat chain yes____ no____ Discharge is driven through a gearbox by a hydraulic motor yes____ no____ Forward and reverse discharge controls

Radiant Heater:

yes____ no____ Heat tubes under container yes____ no____ Interior heat chamber has passageways to direct heat yes____ no____ Passageways separate from heat chamber yes____ no____ Chamber totally enclosed inside container yes____ no____ Two propane fueled casted manifold burners with flume adjustment yes____ no____ Burners have a minimum rating of 67,000 BTU each @ pressure of 10 PSI controlled by thermostat with a range of 100°F-300°F yes____ no____ 12 volt electronic igniters yes____ no____ 100% fuel shut off if burner is extinguished yes____ no____ Burners area fully enclosed and located at front of unit safely away from rear operation

Auxiliary Electric Heat For Asphalt:

yes____ no____ Low density electric heat yes____ no____ Minimum 6KW,240 VAC thermostatically controlled 100°F- 300°F yes____ no____ Weather proof control panel yes____ no____ Overnight heating of asphalt yes____ no____ 25 foot power cord

Hand Torch:

yes____ no____ Pilot with valve control yes____ no____ Capacity of 200,000 BTU yes____ no____ 25 foot hose supplied

Shoveling Apron:

yes____ no____ Minimum construction of 10 GA HR steel yes____ no____ Folding bottom for material to bypass freely yes____ no____ Mounted on rear of container

Emulsion Spray Unit & Tank:

yes____ no____ Emulsified asphalt spray and storage system for applying tack coat is mounted on truck chassis yes____ no____ Emulsion tank storage capacity minimum 119 gallons yes____ no____ 6" curb side filler cap yes____ no____ 4" cleanout on curb side near tank bottom yes____ no____ Powered by truck air system yes____ no____ Removable fill basket strainer yes____ no____ Y strainer at discharge of tank before material enters pump yes____ no____ System plumbed t curb side rear of truck yes____ no____ 3/8" diameter, 5' long steel application wand supplied yes____ no____ 25' of 1/2" diameter, oil resistant hose supplied yes____ no____ Brass changeable nozzle at spray tip yes____ no____ Wand storage brackets

Emulsion Heater:

yes____ no____Emulsion tank heated with truck engine coolant yes____ no____ System will have a temperature control valve at tank with thermometer yes____ no____ 0°F- 300°F thermometer yes____ no____ Equipped with 110 VAC heating system for overnight heating yes____ no____ Overnight heating controlled by temperature sensor yes____ no____ Heating elements are low-density stainless steel

Solvent Tank & Pump:

yes____ no____ Solvent tank minimum 15 gallons yes____ no____ Tank is minimum 10 GA steel with reinforced bottom yes____ no____ Tank is vented yes____ no____ 12 VDC pump yes____ no____ 25' hose supplied

Drip Pan:

yes____ no____ 10 gallon drip pan/waste oil combination yes____ no____ Mounted under patcher body yes____ no____ Necessary valves for draining and cleaning

Mounting:

yes____ no____ Bolting to truck frame only, no welding to it

Compactor Lift Platform:

yes____ no____ Located at rear of unit yes____ no____ Hydraulically controlled yes____ no____ Constructed of minimum 3/16” plate with 2” lip on back and sides

Hydraulic Tool Circuit:

yes____ no____ 25' dual hose with quick couplers & flow meter yes____ no____ Engine throttle control to be provided by chassis manufacturer yes____ no____ Relief valve yes____ no____ Pressure gauge

Hydraulic Tools:

yes____ no____ Stanley BR67 hydraulic breaker or compatible unit yes____ no____ Mounted under patcher body yes____ no____ Asphalt cutter bit yes____ no____ Detachable shank with pad yes____ no____ 45 lb. breaker

Tool Box:

yes____ no____ Lockable and minimum size of 18”W x 36”L x 18”H

Lockable Tool Basket:

yes____ no____ Enclosed expanded metal with angle iron frame yes____ no____ Two drop down doors with lockable SS T-handle latches

Hydraulic Spoils Bin:

yes____ no____ Hydraulic raise, lower, and dumping spoils bin yes____ no____ Easy low profile loading

Cab Controls:

yes____ no____ Inside cab air actuated controls for operating top lids

Air Blow Gun:

yes____ no____ 25 feet, 3/8”hose and wand

Arrow Board:

yes____ no____ (10) LED light board yes____ no____ Arrow - left, right, or both yes____ no____ Mounted at rear of unit

Thermometer:

yes____ no____ 0°F- 300°F

Hose Reels:

yes____ no____ Emulsion spray, hand torch, air, and solvent hose reels yes____ no____ Dual hose reel for hydraulic jackhamer yes____ no____ ll reels designed to accommodate 25' hoses

LPG Tank:

yes____ no____ 50 gallon horizontal frame mounted tank yes____ no____ Horizontal tank equipped with fill gauge and quick fill port

Pivotal Asphalt Chute:

yes____ no____ Chute to be mounted at rear with 180° - 110° pivot and tilt adjustment

Water Tank:

yes____ no____ 8 gallon water tank with spigot

Tool Holders:

yes____ no____ Cone holders yes____ no____ Asphalt lute and shovel holders yes____ no____ Lockable hammer holder

Safety Equipment:

yes____ no____ Fire extinguisher10 lbs.

yes____ no____ Triangle kit yes____ no____ 5 gallon igloo cooler with mounting bracket yes____ no____ LED taillights yes____ no____ Backup alarm

Cross Frame Work Deck:

yes____ no____ Minimum 20”x 96” safety grip decking with ladder and hand rails

Plate Compactor:

yes____ no____ Minimum to meet specifications of a Wacker WP1150AW

Arrow Boards, Beacon, and Flashers:

yes____ no____ All are LED

GENERAL TRUCK SPECIFICATIONS FOR 5 TON ASPHALT PATCHER

General:

yes____ no____ 2026 or newer model yes____ no____ GVW - 33,000 lbs.

yes____ no____ Power steering

Cab, Instruments, Controls, & Chassis:

yes____ no____ Conventional 6 Man Crew Cab yes____ no____ Dimensions (wheel base, cab to axle, etc.) to adhere to asphalt patcher specs yes____ no____ Reinforced frame yes____ no____ Front tow hooks yes____ no____ LH & RH minimum 8" convex mirrors mounted under primary mirrors yes____ no____ Driver & passenger side electric windows and locks mounted on doors yes____ no____ High back air suspension drivers seat yes____ no____ Adjustable tilt and telescoping steering column yes____ no____ Keyed ignition with same key as doors yes____ no____ Onboard diagnostics interface connector under dash yes____ no____ Dash mounted illuminated PTO switch yes____ no____ Four dash mounted illuminated rocker switches with wire routed to outside back of cab

Electronic Parameters:

yes____ no____ 75 MPH road speed limit yes____ no____ Cruise control speed same as road speed limit yes____ no____ PTO mode engine RPM limit - 1100

Transmission & Equipment:

yes____ no____ Allison 3500 series automatic transmission with PTO provision yes____ no____ Chelsea 280 series PTO yes____ no____ Water to oil transmission cooler yes____ no____ Magnetic plugs or engine drain, transmission drain, & axles fill & drain yes____ no____ Transmission oil fill & check with electronic oil level check

Switches:

yes____ no____ Electric over electric PTO switch and light switches as required for provided safety lighting

Engine & Equipment:

yes____ no____ Minimum 300 Horse Power @ 2200 RPM Diesel yes____ no____ Engine brake yes____ no____ Brush Type, 12 Volt, 160 Amp Alternator.

yes____ no____ Engine throttle control yes____ no____ Engine mounted oil check and fill yes____ no____ Battery box frame mounted yes____ no____ Standard battery jumpers yes____ no____ Cab auxiliary power cable yes____ no____ Electronic engine integral shutdown protection system yes____ no____ RH outboard horizontal aftertreatment system assembly w/ RH mounted vertical tailpipe yes____ no____ Engine aftertreatment device automatic over the road regeneration and dash mounted regeneration request switch yes____ no____ Minimum 6 gallon diesel exhaust fluid tank

Brakes:

yes____ no____ Air brake system yes____ no____ Frame mounted air dryer yes____ no____ Pull cable on wet air tank

Axles:

yes____ no____ Front 12,000 LB Capacity, Rear Single Axle 21,000 LB capacity.

yes____ no____ Automatic brake slack adjusters front & read

Fuel:

yes____ no____ 50 US gallon diesel tank, aluminum mounted on left side yes____ no____ Fuel/water separator with water in fuel sensor

Paint:

yes____ no____ One solid color (preference 1-white 2-green)

PRICING BID FORM

Bid File Number: 2025-0407 Bid Opening Date: June 3, 2025 at 10:00 A.M.

The undersigned bidder proposes to furnish and deliver one (1) new Pothole Patcher Truck, complete and ready for service, in accordance with all specifications and conditions contained in this Request for Bids.

A. EQUIPMENT IDENTIFICATION

Manufacturer (Truck Chassis): ________________________________ Model: ________________________________ Year: ________________________________

Manufacturer (Pothole Patcher Unit): __________________________ Model: ________________________________

B. PRICING

Description Price

Base Price – Complete Pothole Patcher Truck (as specified) $________________

Optional / Additional Equipment (Itemize below if applicable)

Freight / Delivery (FOB Warren County Road Dept.) $________________

B-1. BUYBACK / REPURCHASE OFFER (IF APPLICABLE)

Bidders are encouraged to provide a buyback, repurchase, or guaranteed future value option.

This offering is not mandatory but will be considered as part of the overall value of the bid.

Buyback Terms (attach additional pages if necessary):

Buyback Amount: $ ________________________________

Buyback Period (years or hours/miles): __________________

Conditions / Limitations: ________________________________________________

Net Cost After Buyback (for evaluation purposes only):

TOTAL BID PRICE (BEFORE BUYBACK) | $________________ |

NOTE: Pricing shall include all equipment, labor, mounting, testing, documentation, and delivery required to place the unit into full operational service.

C. DELIVERY

Number of calendar days ARO (After Receipt of Order) to deliver completed unit:

__________ Calendar Days ARO

D. WARRANTY PRICING (REQUIRED)

5-Year / 150,000 Mile Engine & Aftertreatment Warranty (Cost):

(Attach detailed warranty terms)

5-Year Transmission Warranty (Cost and Allowable Mileage):

(Attach detailed warranty terms)

E. REPAIR FACILITY INFORMATION

Authorized Repair Facility Name: ________________________________ Address: ______________________________________________________ Phone Number: ________________________________ Distance from Warren County Road Department (miles): ____________

F. BIDDER CERTIFICATION

The undersigned certifies that this bid is submitted in good faith, that all information provided is true and correct, and that the equipment offered meets or exceeds all specifications contained in this Request for Bids.

Company Name: ________________________________________________ Business Address: _____________________________________________ City / State / ZIP: ____________________________________________

Authorized Representative (Print): ______________________________ Title: ______________________________

Signature: __________________________________ Date: ____________